Library Assistant for Acquisitions

The Acquisitions Assistant II provides administrative and operational support to the Acquisitions Section of the Rizal Library. The position primarily assists in the recording, receiving, and processing of the materials donated to the Rizal Library.

Main Duties and Responsibilities:

I. Collection Monitoring and Development

• Supports the management of donated materials to the Rizal Library by regularly tracking and accounting for all gifts and donations received by the Acquisitions Section.
  • Receives all donated materials from donors or delivery personnel, ensuring proper handover and confirming the donation details before encoding.
  • Encodes and records all donated materials in the designated donations database to ensure proper tracking and documentation, ensuring easy access and retrieval of information.
  • Prepares and sends formal acknowledgment letters or thank-you notes to donors, ensuring timely communication to donors to express appreciation and confirm receipt.
  • Verifies incoming donations against the Online Public Access Catalog (OPAC) to identify duplicates or materials already in the collection.
  • Picks up the donated materials if necessary.
• Sends the encoded donation records to the Head for further evaluation and selection for the library's collection.
  • Receives the evaluated items from the Head and processes them for physical inclusion in the library collection, including tasks such as stamping ownership marks, attaching security strips, and any other necessary preparations.
• Compiles and prepares Donation Summary reports for review by the Head showing an overview of all donations received during a specific period, including total number of items, estimated value, and donor details.

II. Section Management Support

• Ensures the storage room remains clean and organized, supporting the efficient management of donated materials and other resources.
• Provides assistance to library visitors, recipients, and donors by addressing inquiries related to the donation process.
• Performs essential administrative tasks such as running errands, including handling checks or making cash deposits, to support the day-to-day operational needs of the section.

III. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Knowledge of Library Operations and Standards: Demonstrates basic knowledge of library operations and adherence to industry standards.
• Administrative/Clerical Support Skills: Proficient in performing administrative tasks such as filing, encoding, and record-keeping with accuracy and efficiency.
• Technological Savvy: Skilled in using various technological platforms and software applications, with the ability to quickly adapt to new systems and tools as needed.
• Attention to Detail and Organizational Skills: Excellent attention to detail and strong organizational abilities to ensure thoroughness, accuracy, and streamlined workflows.
• Communication Skills: Effective oral and written communication skills, capable of conveying information clearly and concisely to colleagues, supervisors, and other stakeholders.
• Interpersonal Relations Skills: Strong ability to build and maintain positive relationships with internal and external stakeholders, contributing to a collaborative work environment.
• Customer Service Excellence: Committed to delivering exceptional customer service by addressing the needs of library users professionally, courteously, and efficiently.

Education and Experience Requirements:

• Graduate of any Bachelor's Degree.
• With at least 1 year of relevant work experience.

Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.